Guadalupe County Clerk Office
The Guadalupe County Clerk's & Probate Office is the local county-record office at 1448 Historic Rt. 66, Suite 1, Santa Rosa, NM 88435. The office phone is 575-472-3791. The clerk staff email is clerks@guadco.us. The county page names Robert Serrano III as Clerk and lists rserrano@guadco.us. It also lists Vanessa Rivas as deputy with vanessa.rivas@guadco.us. Probate appointments are handled by phone through the same office.
The County Clerk page is the source shown below: Guadalupe County Clerk's Office.
The capture supports the local office role, staff contacts, and clerk duties used for Guadalupe County Clerk record access.
Guadalupe County Clerk's & Probate Office
Clerk: Robert Serrano III
1448 Historic Rt. 66, Suite 1
Santa Rosa, NM 88435
575-472-3791
clerks@guadco.us
rserrano@guadco.us
Guadalupe County Clerk Duties
The county describes four main duty areas for the clerk. The clerk serves as recorder of the county on behalf of the Board of County Commissioners, chief election officer, Clerk of the Probate Court in informal proceedings only, and a county officer with miscellaneous duties such as notary public, administering oaths, certifications of acknowledgments, declarations, instruments, and protests. The office also keeps resolutions, ordinances, deeds, marriage licenses, and issues several permits or licenses for liquor establishments.
- Records county resolutions, ordinances, deeds, and other recorded instruments.
- Maintains marriage licenses and provides the local marriage-record channel.
- Works with the Probate Judge for informal probate proceedings only.
- Serves as county elections director, including ballots, voting machines, and poll-worker training.
- Performs notary, oath, certification, acknowledgment, declaration, instrument, and protest duties.
The clerk mission statement says the office preserves, secures, and generates public and vital records, upholds integrity as public servants, uses technology and e-government services, and provides accurate, professional, efficient service. That mission aligns with the county portal, in-office search access, and official-copy process.
Guadalupe County Clerk Portal
The county's online records page links the official clerk records portal and states that the Clerk's Office is not licensed or bonded to conduct detailed real estate searches. It refers users needing a detailed title search to a local abstract or title company. The same county source says the office will, on request, instruct people how to perform real estate title searches in the office. It also says there is no charge to search records on file in the office.
The official online records page is shown here: Guadalupe County online records page.
The source is important because it sets the title-search limit and confirms free in-office records searching.
Guadalupe County Clerk Search Fields
The clerk portal uses separate search tabs rather than one universal form. A reception-number search works differently from a grantor or grantee search. Marriage and probate fields are separate. For official copies of portal documents, the portal advises users to visit the county office. That makes the search form an index and access tool, not a replacement for the clerk's certified-copy process.
| Search Area | Field | Format Notes |
|---|---|---|
| Reception | Reception # | Text field with placeholder 201212345. |
| Reception | File Date | MMDDYYYY format; may be used if no reception number is known. |
| Grantor | Grantor Name | Last Name First; grantor is the person signing or granting property rights. |
| Grantee | Grantee Name | Last Name First; grantee is the buyer or person receiving the grant. |
| Document | Type of Document | Dropdown includes deeds, wills, affidavits, assignments, zoning ordinances, and many other types. |
| Book/Page | Book and Page | Book max length 4; page max length 5. |
| Marriage | Marriage Date, Groom, Bride | Marriage date in MMDDYYYY plus separate name fields. |
| Probate | Name, File #, Date Of Death | Name uses Last Name, First Name; date of death uses MMDDYYYY. |
The portal interface is shown here: Guadalupe County clerk records portal.
The portal capture is included because the record tabs and field labels distinguish clerk records from District Court case records.
Request Guadalupe County Certified Copies
A certified-copy request should start with the exact record custodian. For a recorded county document, marriage license, or informal probate file held by the County Clerk, use the Clerk's & Probate Office. For District Court case files, dockets, divorce decrees, criminal cases, civil cases, domestic relations cases, and lower-court appeals, use the Guadalupe County District Courthouse or New Mexico court access systems instead. This distinction prevents a clerk search from stalling when the file is actually a court case.
- Identify whether the record is a County Clerk record or a District Court case file.
- Search the clerk portal by reception number, party name, book/page, marriage fields, or probate fields when those apply.
- Write down the record type, date, names, reception number, file number, or book/page result.
- Contact the Clerk's & Probate Office for the official-copy process and current copy fee.
- Visit or use the office's requested method, since the portal states official copies require the county office.
Guadalupe County Clerk Fees
The fee research found county clerk recording fees from New Mexico legislation and free in-office searching from the county online records page. Specific official-copy fees for every county clerk document were not located in the county source, so the safest copy-cost step is to confirm with the Clerk's & Probate Office before ordering. Court-copy fees for District Court records are separate and should not be mixed with county clerk recording fees.
| Item | Amount or Source Rule |
|---|---|
| In-office record search | No charge to search records on file in the office. |
| County clerk recording fee | $25 per document unless otherwise specified. |
| Additional recording index entries | $25 for each block of 10 or fewer additional entries after the first 10. |
| Official copies from portal documents | Portal says to visit the county office; specific copy fee not located in county source. |
The recording-fee source is shown below: New Mexico county clerk recording fee law.
The law source is relevant because it supplies the statewide recording-fee rule used by Guadalupe County clerk recordings.
What the County Clerk Does Not Do
The County Clerk does not maintain every record that sounds local. District Court case files are not in the county clerk portal. Divorce decrees, felony criminal files, civil District Court files, domestic case files, lower-court appeals, and contested probate case records belong with the court system. Magistrate Court misdemeanors, DWI/DUI, landlord-tenant cases, civil claims under the magistrate limit, felony preliminary hearings, and traffic cases are also court records, not county clerk land or marriage records.
The county also says the Clerk's Office is not licensed or bonded to conduct detailed real estate title searches. Staff may instruct users on how to search records in the office, but title opinions and detailed title research are work for a title or abstract company. For court files, use New Mexico Case Lookup, registered re:SearchNM access, the District Court, or the Magistrate Court based on the case type.